In my recent post on the blog of Nonfiction Authors Association (NFAA), an author asked about confusing words this way:

Barbara, I’d love to see you do an article on the difference between “as” and “since” and “because.”

Here’s a summary of what my research told me.

Both “because” and “since” imply cause. They can be interchangeable when “since” means “for the reason that.” e.g., “Since my dog needs exercise, I take him for a walk.” e.g., “I walk every day because my dog needs exercise.”

One source suggests using “because” when the reason is the most important part of the sentence and “since” or “as” when the reason is already well known and is less important. e.g., “The match was cancelled because it was raining.”

I endorse this as an important distinction and use it myself.

Note that “since” also refers to a time frame. But look at this example. “Since we ate lunch, we had lots of energy.” Do you see how this statement is ambiguous? Does it mean “from the time we had lunch” or “for the reason that we had lunch”?

To avoid confusion, I recommend using “because” when your meaning relates to “cause” and “since” when it’s a factor of time. Keep the meanings distinct; it’s a good way to add clarity to your writing and power to your pen.

Your emails can present problems to your recipients when stale subject lines, too many topics, and lack of clarity get in the mix.

But this single time-wasting practice can be big: not making the most of your email message. It causes people to walk back and forth a dozen times on the communication path.

Build in Extra Thoughtfulness to Prevent Email Overwhelm

Well, a dozen times might be exaggerating but no matter what, you can streamline the process by building in extra thoughtfulness. Take the example of setting up something as simple as a meeting. Messages could go back and forth annoyingly before you nail an agreed-upon day/time/place.

Try crafting your initial email with an “if then” option. You’d simply write, “I’m available Tuesday, Thursday, or Friday in the afternoon after 3 p.m. If any of these don’t work for you, then give me three times when you’re available.”

Use the “If Then” Technique

The “if then” technique has just narrowed down the possibilities to three afternoons. Recipients know those times are off the table and will suggest a different three options. You’re likely to come up with a workable time/place in fewer than two emails.

Compose your emails to serve you as efficiently as possible. This “if then” approach is an easy path to follow.

Barbara McNichol is passionate about helping authors add power to their pen. An expert editor of nonfiction books, she has created a Word Trippers Tips resource so you can quickly find the right word when it matters most. It allows you to improve your writing through excellent resources, including a Word Tripper of the Week for 52 weeks. Details at www.WordTrippers.com

What paths do you follow to deal with email overwhelm? Share you ideas here.

Whether it’s an email, a report, or a chapter in a book, are you sometimes challenged to make your writing easier to follow? What are ways to create a smooth flow that guides your readers?

Give these writing tips a try:

1. Use subheads: When you use subheads throughout your piece, readers can skim your content and quickly discern what’s to follow. Even more, subheads indicate a change of subject and allow readers to find it quickly. Your guide: new subject, new subhead.

2. Convey one idea per paragraph: If you pack a paragraph with more than one idea, it creates difficulty following the meaning. In an email about a talk, for example, you’d use three separate paragraphs: one explaining the subject of the talk, one explaining who the presenter is, and the third showing the date, time, and place of the event. You can also add subheads to distinguish each paragraph.

3. Use bullets points and numbered lists: When you list similar things (such as names, steps, benefits, requirements), you help readers recognize similar content quickly. With lists, you can leave out transitional words that paragraphs command. It helps the understanding when you use the same part of speech (e.g., a verb or a noun) at the beginning of each point. Note: In a list, when the order of the points matters, use numbers; otherwise, use bullets.

4. Vary sentence length: Although short, concise sentences are easy to read, a string short sentences can feel disjointed. Add interest by varying the length of your sentences. My rule of thumb is keeping sentences shorter than 21 words so readers can follow the meaning more easily.

5. Vary sentence structure: Building your sentences in the order of subject-verb-object is simple and clear. But if all your sentences are constructed that way, it might come across as monotonous. Along with varying sentence length, break out of the mold of standard sentence structure.

I’ve written about only before, and I’ve continued to save examples. Those with a misplaced only far outweigh those where only is in the right spot: closest to the word it modifies. Because the margin is so great, I’m climbing back onto my soapbox.

Why does the placement of only matter?

Only as an adjective or adverb means solely or exclusively, single or solitary, which is the case in most of my examples. It implies limits.

Consider these three examples from my book, Grammar for Those Who Hate Rules (p. 29), which show that placement of only changes the meaning of each. Then consider how the placement of only applies to the numbered examples that follow.

Only Danny sang at the party. (No one else sang.)

Danny only sang at the party. (He didn’t dance or play the piano.)

Danny sang only at the party. (He didn’t sing elsewhere.)

Correct Onlys

Now let’s jump into my collection. In these eight examples, only is correctly placed. Note that onlyfollows a verb, clearly indicating what it modifies.

For a plural ending in s, x, or z, add onlyan apostrophe to show possession.

Praise the delivery to Norway of fighter planes that exist onlyin a video game.

The other defendants were charged onlywith misdemeanors.

Buckeye still has onlyabout 60,000 people.

He engineered a “smart gun” that could be fired onlyby an authorized user.

If you get input onlyfrom your closest circle, you won’t get the whole picture.

It’s not hard to detect when someone wants to hear onlypraise and support for their own ideas

Incorrect Onlys

In the next examples, only is placed incorrectly. Note how often it precedes the verb, when it is intended to modify what follows the verb (underlined). Mentally put it in its correct place.

We only have one voice of reason in Alaska.

That could discourage widespread acceptance, especially for a product that may only have limited use.

VA Secretary McDonald has only fired three people for their involvement in the scandal.

On Sunday, the Senate only voted on the two amendments McConnell set up,

Reports from Reuters and Politico indicated that the president would only move to end the program after a six-month delay.

We only have so many weekends.

The U.S. Supreme Court has explicitly ruled that blood can only be drawn from drivers for probable cause and with a warrant.”

The current bills would only apply to new employees.

Starbucks announced plans to open stores that only accept mobile orders.

Google is concerned about SSL certificates, which are supposedly only issued after Symantec takes extra steps to verify the identity of the holder.

Do you still only write by hand?

A favorite Rick Perry flub is his announcement that as president he was going to shutter three federal agencies — and then could only think of two.

This doesn’t mean that you can only send a press release for information that would make the front page of the New York Times.

The tour company will only collect tasting fees for one person for each winery.

You only need 10,000 devoted readers to make a living.

When they run a “find word” search of your work and “that” only appears a handful of times, you already have a leg up.

Why does designer Vivienne Westwood only bathe once a week?

The asteroid was only spotted seven hours before flying past earth

You only have room for one blurb on the front and maybe two more on the back.

He is anticipating opposition from some of his fellow Republicans to a bill that only gives dreamers legal status.

The McDowell Sonoran Preserve could only be built if voters approve the proposed construction.

Look for other examples in articles you read and comment below.

Used with if — if only, as in this post’s headline — only can express a wish (If only writers used only right … ) or regret (If only I’d paid attention … ), or it can mean “if for no other reason” (She told him she’d already done it, if only to stop his reminders).

Pay attention to your onlys. Show that you’re an informed, skilled writer, and set a good example for others. Please share this with colleagues, friends, and family.

Kathleen calls herself the Ruthless Editor. She has created Grammar for People Who Hate Rules to help people write and speak with authority and confidence. Kathleen can be reached at kathy@ruthlesseditor.com.

What can editors tell writers and authors about improving their writing? Consider these five common writing mistakes even conscientious writers make:

Mistake #1: Being self-absorbed as a writer. With too much talk about the author’s experience of writing, you risk overlooking the reader’s experience. The fix? Use “you” more than “I” in your sentences and stay close to your core message.

Mistake #2: Addressing readers in pluralrather than as a single person whose interest you want to capture. Remember, reading is a solitary pastime. The fix? Keep one person in your target audience in your mind’s eye as you write.

Mistake #3: Using a long noun phrase when an active verb will do. The fix? Whenever possible, get an active verb to do the “work” of the sentence. Instead of “the examination of the report was done by the director,” change the noun phrase to a verb and rewrite the sentence: “The director examined the report.” In this way, passive construction becomes active, reduces the word count, and delivers a more direct message.

Mistake #4: Having no clear order to the paragraphs.The fix? Once you’ve crafted a solid, compelling opening, think through how the organization and flow of your main points will best guide your reader logically to your desired conclusion. If possible, test the result with colleagues or actual readers who will give you honest feedback.

Mistake #5: Writing sentences that ramble (on and on and on and on). The fix? Limit your sentences to 15-21 words maximum. Be sure to vary sentence length to create interest.

Bonus mistake:Flat-out choosing the wrong word.Yes, in English, it’s easy to confuse common words such as “advice” instead of “advise” (among hundreds more). The fix? Use a comprehensive resource such as Word Trippers (print or ebook) to help you select the perfect word when it really matters. Want a free mini-version of Word Trippers (the ebook)? Go to http://www.WordTrippers.com

When I had boarded and settled in for a recent flight, I reached for the airline magazine in the back-of-the-seat pouch in front of me.

True to form for this ruthless editor, I selected articles for not only enjoyment but also for illumination, keeping my grammar radar on high alert. How do other writers use words and punctuation?

Two articles — one about Pioneertown, a two-hour drive east of Los Angeles, and one about Fishtown, a residential area not far from Philadelphia’s historic district — were packed with examples of well-crafted, rich descriptions of American burgs and the colorful locals who inhabit them.

Narrowing my focus, I became acutely aware of the number of compound modifiers used throughout. Because examples instruct so well, I’m listing several here.

Imagine these modifiers without the hyphen. Can you see how hyphens add clarity?

a two-hour drive east of Los Angeles

a cup of high-octane coffee

a well-worn Formica counter

a pair of steel-toed boots

his working-class roots

the top-floor music venue

a whole-animal butchery

the ever-present sound of the overhead train

a tight-knit community

a cash-only shot-and-beer joint

a high-end Italian restaurant

role-playing games

long-term residents

a down-to-earth approach

largely blue-collar residential neighborhoods

a settlement of fully functional Western-style buildings

Note in the last two examples that modifiers ending in ly don’t require a hyphen: largely blue-collar residents, fully functional buildings.

Whether you write fiction or nonfiction or for business or pleasure, reading well-written pieces by others can inspire and instruct. How often do you approach reading through that lens?

Kathy Watson has a love/hate relationship with grammar; she loves words and the punctuation that helps them make sense, yet she hates those pesky rules. A self-proclaimed ruthless editor, she prefers standard usage guidelines of The Associated Press Stylebook. Her easy-to-use Grammar for People Who Hate Rules helps people write and speak with authority and confidence.

Editor’s note: In my writing WordShops, I emphasize tapping into the power of 3. My colleague Les Taylor explains the research behind that power.

A few years ago I started looking into Minimalism. I have always been attracted to doing more with less – getting more with less – and just simplifying in general. It’s a pursuit of mine that continues today.

Along the way I looked into simplifying as a business model – especially as it relates to performance improvement and professional development. If you’ve read my book Stop Walking in Circles: Get Out of the Wilderness of the Status Quo, you’re familiar with my three-step process for creating an Outperformers Action Plan.

I’ve proven to myself and others the value of the long-standing theory of the “Power of Three.” This theory was espoused two hundred years ago by Thomas Jefferson (life, liberty, and the pursuit of happiness) and has continued to be a formula for success to this day.

Steve Jobs was a true believer in the power of three. He used this model in every one of his famous product launch events. In 2010, Jobs introduced the first iPad as a “third device” between a smartphone and a laptop. The iPad, he told the audience, would also come in “three models”: 16, 32, and 64 GB of flash storage. In 2011, Jobs introduced the iPad 2 as “thinner, lighter, and faster” than the original.

Who Cares?

So, what does the power of three have to do with you and why should you care about this phenomenal model? Research, going back to the mid-1950s at Bell Labs, has proven that limiting the number of things to remember enhances retention. This research resulted in the basic structure of phone numbers.

When someone leaves a phone number on a voice message, you’re more likely to recall the first three digits before having to listen to the message again for the remainder of the number.

I believe that limiting areas of focus to three (e.g., See Clearly – Focus Intently – Work Wisely) will greatly enhance your performance and productivity. The rule of three, like the 80/20 rule, is everywhere when you look for it. An effective presentation is divided into three parts. Looking for a new job? Give your prospective employer three reasons to hire you. Want to improve your golf game? Focus on driving, wedge play, and putting.

Spend some time this week considering how you can use the (incredible) power of three to enhance your performance, your productivity or your professional development. It will be time well spent indeed.

Les Taylor is a business owner, executive coach, award-winning author and professional speaker. He is the founder of Outperformers International, a professional development company committed to helping individuals and organizations radically increase their “performance capacity.” He can be reached at 602-478-4209 or les@lestaylor.net

How do you tap into the power of 3 in your world? Share your comments here.

In many of the memos and manuscripts memos I read, writers take a convoluted approach to punctuation. Especially, too many semicolons show up in too many wrong ways. How can you remember what’s right?

Every time you’re tempted to use a semicolon, review these three brief rules.

Use a semicolon to separate two independent clauses. Independent means each clause has both a subject and verb. Even though each clause could stand alone as a separate sentence, the semicolon indicates a relationship between the two.

Emails can have problems—especially when old subject lines, too many topics, and lack of clarity get in the mix. It can add up to email overwhelm.

Be conscious of failing to make the most of your email correspondence. You want to avoid going back and forth a dozen times before achieving the communication’s purpose.

Well, a dozen times might be exaggerating, but no matter what, you can streamline the process by building in extra thoughtfulness. Consider something as simple as scheduling a meeting. Messages could go back and forth annoyingly before you nail a mutually agreeable day/time/place.

Why not craft your initial email with an “if then” option? You’d simply write, “I’m available Tuesday, Thursday, or Friday in the afternoon after 3 p.m. If any of these don’t work for you, then give me three options when you’re available.”

The “if then” technique has just narrowed down the possibilities. Recipients know to suggest a different three options if these don’t work. You’re all likely to come up with the best solution in only two emails each. That saves time and avoids email overwhelm.

Your Challenge: Compose your emails more efficiently by using this “if then” option.

Business authors have great expertise to share with the world. Their most recent book often represents their seminal work.

That’s true for Robin Speculand’s Excellence in Execution. As part of Robin’s authorship team for more than 10 years, I’ve witnessed how he has brilliantly brought together myriad elements he’s developed to teach leaders how to implement strategies. Based on years of research and training, this new book delivers the H.O.W. (How Organizations Win) of strategy execution.

In nonfiction books especially, the value of clear, consistent writing comes through. With a little help from his editor, Robin has reinforced this in his current and previous award-winning books, his website, and throughout his Implementation Hub portal.

Across these platforms, two effective techniques can be adopted by all writers:

Keep the number of words to a minimum (i.e., take out unneeded adverbs and adjectives).

List the shortest line first and the longest last whenever possible so the bulleted list looks attractive on the page.

Start each bulleted phrase with the same part of speech (e.g., all nouns, all gerunds, all verbs, and so on, but never a mixture).

That last point is key. Consistently use the same part of speech to prevent the reader’s brain from flying in a variety of directions. In the following two lists from my WordShop, you’ll see how using the same part of speech makes the second one easier to follow than the first.

This first list—points for formatting a manuscript—has a mixed bag of bullet points:

Single (not double) space between sentences

Change any straight quotes to curly quotes

Ending period goes inside a quotation mark (U.S. style)

Subheads if appropriate

Bullet points indented 5 spaces

This second list uses the same part of speech to start each bullet:

Use a single (not double) space between sentences

Change any straight quotes to curly quotes

Put ending period inside a quotation mark (U.S. style)

Add subheads if appropriate

Indent bullet points 5 spaces

Challenge:Look at your own bulleted lists. If you haven’t started each point with a same part of speech, change them. When you do, your writing will gain clarity and consistency.